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Engage

Email Templates

The Email Templates section allows you to manage the emails sent to suppliers as part of the engagement process.

TrackZero provides a set of out-of-the-box templates that support each stage of supplier engagement. These templates can be customised to reflect your organisation’s tone, messaging, and context while maintaining consistent automation

What email templates are used for

There are six templates, sent at different stages of a request: Initial Request, Reminder, Deadline Reminder, Final Reminder, Missed Deadline, and Submission Complete. Templates are automatically triggered based on the status of each request.

TrackZero also sends reminders on your behalf automatically: at 7 and 14 days if a request hasn't been opened, at 14 and 7 days before the deadline, 3 days before the deadline, and the day after a missed deadline.

Note: the confirmation email sent when someone registers via a manual link request is a separate, fixed TrackZero template and isn't customisable from this page.

Editing and personalising email templates

Email templates can be edited to reflect your organisation’s tone, messaging, and supplier context. While editing, you can also use personalisation fields to ensure each email is automatically tailored to the supplier and request.

Editing a template

To edit an email template:

  1. Navigate to Engage > Email Templates
  2. Select a template from the list on the left-hand side
  3. Update the Subject and Email Content
  4. Click Save to apply your changes

Any updates you make will apply to all future emails sent using that template. Every save creates a new version, so you can always see what's currently live.

Using personalisation fields

Personalisation fields are dynamic placeholders that are automatically replaced with real data when the email is sent.

You can include these fields anywhere in the subject line or email content.

Common personalisation fields include:

  • [Supplier_Contact_Name] – The supplier’s primary contact
  • [Supplier_Organisation_Name] – The supplier organisation name
  • [Sender_Organisation_Name] – Your organisation name
  • [Request_Deadline] – The submission deadline

These fields allow you to personalise emails at scale.

Previewing emails

You can preview an email template to see how it will appear to suppliers when it is sent.

To preview an email:

  1. Click Save and Preview
  2. Review the formatted email in the preview window
  3. Check layout, wording, and placeholder values
  4. Close the preview to continue editing or save the template

Previewing emails helps you confirm that:

  • Personalisation fields are displayed correctly
  • The message is clear and professional
  • The email reads as expected from a supplier’s perspective